MANAGE PROJECT MASTER DATA

Use this screen to request and approve a new project. Entering a project in the Manage Project Master Data screen allows you to have an approval step before the project becomes available on the Manage Project User Flow screen. Entering a project using the Manage Project Master Data screen is optional.

When you use the Manage Project Master Data screen, you use quick project templates. Templates enable you to require that users have a certain role to enter quick project information. For example, you can require that a project manager initiates the project setup and enters customer and basic project information; an accounting person completes the billing and revenue information and approves the project.

Quick project templates also let you determine default values for fields and whether entry is required for a field. You can create multiple quick project templates to use for different types of projects, project managers, or departments.

In the Manage Project Master Data screen, you must enter projects from the highest (top) level to the lowest. Importing (Import Project Master Data screen) removes the project from the Manage Project Master Data screen and makes it available on the Manage Project User Flow screen.

Alternatively, you can use the Create Projects screen to build all levels of a new project. After you generate the quick project, you can open it in the Manage Project Master Data screen to enter additional information and approve it.

The Manage Project Master Data screen has five tabs:

• Use the Basic Info tab to enter basic elements of a project, such as project manager, customer, project type, and charging criteria.

• Use the Revenue Info tab to enter a revenue formula for the project.

• Use the Billing Info tab to enter a billing format and formula for the project.

• Use the Modifications tab to enter all modifications for signed and funded value, as well as period of performance.

• Use the Notes tab to enter additional information for the project.

If you use roles for a quick project template, users cannot save a quick project until all of the fields assigned to their role have been completed.

Location

Template ID

If you use quick project setup templates, enter the identification number of the template that you want to use to set up a new project. You can click to select the identification number. The quick project template controls data entry required for a new project.

Description

After you enter a template ID, its description prefills here.

Project

Enter a new project. IDs for each project must be unique. After you save the record, you cannot edit this field.

In the Project field, you can click to select a project from the Project User Flow from which to create a new quick project. After you retrieve the existing project, click the Load Project button and the existing project's information defaults in the Manage Project Master Data screen. Then you enter a new project ID in the Project field.

To retrieve an existing quick project, click .

Name

Enter the name of the project.

Abbrev

Enter a unique abbreviation for the project. Only one abbreviation is allowed for each project segment.

Project abbreviations can be used in many transaction screens as an alternative to entering the project. For screens in which a Project Abbreviation field is available, entry of the abbreviation on any transaction line defaults the associated project. Normally, you do not enter a project abbreviation unless the Allow Charging check box is selected.

Approve Project

Select this check box to approve a quick project. You approve a project after all the information you require is entered in the Manage Project Master Data screen and its tabs. Only users entered as approvers on the Manage Project Approver Settings screen can approve a project.

Fields that require entry before you can approve a project are:

• Project

• Project Name

• Project Type

• Project Classification

• Account Group

• Owning Organization

If you use quick project templates, additional fields may require entry per the setup for the quick project template. Approving a project makes it ready for importing into the Manage Project User Flow application.

You import the quick project on the Import Project Master Data screen.

Load Template

If you use quick project templates, after you enter the template ID in the Manage Project Master Data screen, click this button to retrieve all the default values set up for the template ID.

Load Project

When you create a new project, click this button to copy the setup from a project that already exists on the Manage Project User Flow screen to the new project.

Steps:

1. In the Manage Project Master Data screen, in the Project field, click to select a project from the Manage Project User Flow screen.

2. Click the Load Project button.

The project's setup information defaults in the Manage Project Master Data screen, and the project number is removed so you can enter the new quick project number.

• Table Information

  Changes to this screen update the QPROJ (Quick Project Setup) table.

• FAQs

  What is the difference between entering a project in the Manage Project Master Data screen and entering a project in the Manage Project User Flow screen?

  New projects are normally set up on the Manage Project User Flow screen.

  However, if you would like more flexibility and control of the project setup data entry (such as requiring a project approval step, requiring entry in certain fields, and controlling which users can make entries in specific fields), use the Manage Project Master Data screen.

  Projects that are set up through the Manage Project Master Data screen are approved and then imported into the permanent Costpoint project database to become available on the Manage Project User Flow screen where you continue to enter other project information.

  You import quick projects into Manage Project User Flow screen on the Import Project Master Data screen.

  After importing, you must run the Update Project Contract and Funded Values and Update Project Period of Performance toolkits. These toolkits update contract and funding values and period of performance dates at each project level in the Project Master.

  Entering a project in the Manage Project Master Data application is optional.

  What setup must I complete before using the Manage Project Master Data screen?

  Required:

  On the Manage Project Approver Settings screen, you set up users who can approve quick projects. Users cannot approve a quick project until they have been added as an approver here.

  You must set up at least one user who is an approver.

  Optional:

  • On the Configure Project Settings screen, you can enter a project account group and owning organization that default when you set up quick projects.

  • If you want to use quick project templates in the Manage Project Master Data application, you must turn on the template feature by selecting the Use Quick Project Templates check box on the Configure Project Settings screen.

  • If you selected the Use Quick Project Templates check box on the Configure Project Settings screen, enter templates on the Manage Project Templates screen.

  • If you use quick project templates and you want project account groups to default in the Manage Project Master Data screen based on the project type entered, set up mapping on the Manage Project Account Group Mappings screen. Then when you set up a quick project template, select Account Group Mapping in the Account Group Default Source field on the Basic Info tab.

  • If you use quick project templates and you want an owning organization to default in the Manage Project Master Data screen based on the project manager entered, set up the mapping on the Manage Project Organization Mappings screen. Then when you create a quick project template, select Organization Mapping in the Owning Organization Default Source field on the Basic Info tab.

  • If you use roles to determine the user required to complete the entry of a specific field, the user must be set up on the Manage Workflow Roles screen.

  Why should I use quick project templates?

  Using quick project templates is optional.

  Use quick project templates if you want more control over the data entry when a project is entered in the Manage Project Master Data screen. Templates enable you to specify the following for the Manage Project Master Data screen:

  • Fields that require data entry.

  • The default value for a field.

  • The user role required to make an entry in a field.

  • Whether the Manage Project Organization Mappings feature is used.

  • Whether the Manage Project Account Group Mappings screen is used.

  You can create multiple quick project templates to use for different types of projects, project managers, or departments.

  What are the steps for entering quick projects?

  1. Optional: Use the Create Projects screen to build all levels of a new project. After you generate a quick project and its levels, you can open it in the Manage Project Master Data screen to enter project information and approve it.

  2. Enter a project in the Manage Project Master Data screen. Complete the fields on each tab.

  3. Approve the quick project in either the Manage Project Master Data screen or the Approve Projects screen.

  4. Import the quick project on the Import Project Master Data screen. It removes the project information from the Manage Project Master Data application and makes it available on the Manage Project User Flow application.

  5. In the Costpoint client/server version, run the Update Project Contract and Funded Values and Update Project Period of Performance toolkits. These update contract and funding values and period of performance dates at each project level in the Project Master.